What is Adjournment?

Adjournment in the context of board meetings refers to the formal suspension or conclusion of a meeting until a later time or date. This procedural action is crucial in managing the flow and effectiveness of board meetings. Typically, meetings are adjourned either when the scheduled time has elapsed or when the board has completed its agenda. If there are still unresolved items, they can be moved to the next meeting. Before adjourning, the chair must confirm that all important issues have been covered. If no further discussion is needed, the chair can adjourn the meeting without requiring a motion.

What is the process of adjournment?

1. Formal Motion: A formal motion to adjourn must be made by a member.
2. Seconding the Motion: The motion needs to be seconded by another member to proceed.
3. Voting: The motion to adjourn must be put to a vote and typically requires a majority to pass.
4. Chairperson’s Role: The chairperson must announce the adjournment and note the time.
5. Recording: The time of adjournment should be recorded in the meeting minutes.
6. Scheduling the Next Meeting: If applicable, set the date and time for the next meeting during the adjournment process.
7. Respecting Procedures: Follow any specific rules or procedures outlined in the organization’s bylaws or governing documents related to adjournment.

Types of Meeting Adjournments

In Robert’s Rules of Order, adjournments can be categorized into several types:

1. Adjournment Sine Die: From Latin “without a day”, the motion to adjourn ends the meeting indefinitely with no set date for resumption. This is used for concluding sessions like annual or legislative meetings.
2. Adjournment to a Specific Time or Date: The meeting is rescheduled for a specific time and date. Suitable for meetings that need to continue at a later time.
3. Adjournment with No Further Business: Ends the meeting when all agenda items are addressed and no additional matters remain.
4. Adjournment Due to Lack of Quorum: Occurs when the number of members drops below the required minimum for conducting business.

Adjournment vs. Recess

Adjournment refers to the formal process of ending a meeting, either temporarily or permanently. When a meeting is adjourned, it is concluded for the day or until a specific future date, depending on the type of adjournment.

In contrast, a recess is a short, temporary break during an ongoing meeting. It allows members to pause for a brief period, such as a few minutes or an hour, without concluding the meeting. The meeting resumes immediately after the recess, continuing with the same agenda. A recess may or may not require a formal motion and vote, depending on the meeting’s structure. Unlike adjournment, a recess does not end the meeting but provides a short intermission within it.